May 11, 2011

Making artful spreadsheets isn’t limited to just designers—you can make spreadsheets that are both easy to understand and look good. Below, you'll find ideas to ease the burden on even the least artistic small business owner’s mind.

1. Befriend Templates

Instead of starting from nothing, consider one of the many well-designed, pre-built templates. From invoices to budgets, expense sheets to timesheets, there are thousands of pre-built templates to elevate your data presentation, inspiration courtesy of Microsoft. You don't need to accept all the defaults when working with your spreadsheet—format cells by aligning text at the top with wrap around for a more polished presentation.

Pro-tip: Use "Center Across Selection" in Alignment instead of "Merge Cells." Not only is this layout more versatile, you can still select an entire column.

2. Less is More

Spreadsheets have more formatting and design features than we could (and should) possibly use together. As with so many other things, restraint is important for a beautiful result. White space is as important as data when it comes to tasteful presentation. You can neaten your data by allowing areas on your spreadsheets for your eyes to rest.

Pro-tip: Underline the headings of columns using the underline option “Single Accounting.” This setting makes the underline go the whole way across the column, which makes for more neatly presented data. You can also use the "Single Accounting" underline to indicate a total.

Less is always more when it comes to fonts. Basic fonts need to be readable—this means no decorative or script-style text. As well, consider a clear visual hierarchy. Using subheads and headlines can help you communicate the most important spreadsheet assumptions.

Pro-tip: For specific font sizes, if you use 12 point body text, make your subhead 14-16 points and main headlines 18 points.

3. Layout

We read both books and spreadsheets from left to right and top to bottom. Group your most important assumptions into the top left of the page. All other spreadsheet cells are calculation cells which play a supporting role.

When building a table, plan around which data set is longer. Align data vertically, since most spreadsheets have more rows than columns. This applies to more than just one table. Align all parts of the spreadsheet vertically.

Proximity is also important. Put logically related information near referring information. Readers can more easily see the relationship between cells when they are close to their dependants. This way, your spreadsheet is organized by natural blocks of data that reflect the business.

Pro-tip: Line up the decimal points in a column for maximum readability.

4. Use Color Thoughtfully

When sharing spreadsheets with others, it can be a good idea to use certain color conventions. It’s easier to interpret the data when cells with links are always green, cells that have numbers typed into them are blue, and only the cells with calculations are black.

Shade cells for meaning if it illustrates a point. Forecasting cash flow over 5 years? Shade cells yellow if positive, orange once they’re higher than a certain point. As you look from left to right, the number of yellow and orange cells is growing. This makes trends easier to understand at a glance.

Color is another area where restraint is important. Although it can be essential in aiding clarity of your data, you can get carried away with a rainbow of garish proportions.

Pro-tip: Select muted tones that complement each other, such as grays and blues.

5. Discrete Backgrounds

All too often, background images can be too busy, too detailed and too much, especially when also trying to interpret numbers. Play it safe with a background that’s plain and delicate, such as a subtle graduated tint or a slight drop shadow.

When looking at your spreadsheet on the screen, all those lines can make your spreadsheet look too cluttered. Use grid lines selectively. Add only the lines that aid legibility, and switch off all others.

Pro-tip: In Windows, turn off gridlines in the View tab, or in older versions, Tools > Options. For Macs, look at Preferences.

I’ve found spreadsheet design to be 80 percent planning, 20 percent execution. Take a few moments to begin with the end in mind when planning your spreadsheet. You will not only present your data more attractively, but save time. Consider templates, restraint, proximity, color and backgrounds before you even begin. Beautiful spreadsheets are within your reach

Helen Jane Hearn is a designer and home entertaining expert based in California’s beautiful Napa Valley. She posts entertaining tips several times a day @hjentertains. 

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